OFFICE ASSET MANAGEMENT FUNCTION BLUEPRINT

Description of your new file.

📍 Organization Location

🏢 LAIKA (Organization)
│
├── 📂 OPERATIONS (Area)
│   └── ⏹️ Office Management (Space)  // You are here
│       └── 📋 Function: Office Asset Management
│           └── 🧊 Asset
│               └── 🧊︎ Maintenance Request (Sub-Object)
│
├── 📂 HUMAN RESOURCES (Area)
│   └── ⏹️ Employee Lifecycle (Space)
│
├── 📂 PROCUREMENT (Area)
│   └── ⏹️ Purchase Requests (Space)
│
└── 📂 FINANCE (Area)
    └── ⏹️ Accounting (Space)

🎯 Purpose: To systematically track and manage the entire lifecycle of company assets, from procurement and assignment to maintenance and retirement, using physical QR codes for rapid identification.

💡 Business Impact: Provides complete visibility over company property, reduces asset loss, and streamlines maintenance. This function transforms the procure-to-retire lifecycle by integrating with Procurement, Finance, and HR to automate handoffs, ensure financial compliance, and simplify employee onboarding/offboarding.

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Business Logic

This function provides a centralized system for managing all company-owned physical assets. The process is as follows:

1. Procurement Integration: An approved purchase in the Procurement function automatically creates a new Asset record here.
2. Registration & Labeling: The IT Admin completes the asset details. The system generates a unique QR Code URL. A physical QR label is printed and affixed to the asset. It starts in the ‘In Stock’ status.
3. Assignment: The IT Admin assigns the Asset to an employee, which can be done instantly by scanning the QR code and updating the Assigned To field.
4. Maintenance: If an asset requires service, any employee can scan its QR code to quickly create a Maintenance Request. The Asset’s status is automatically updated to ‘Under Maintenance’.
5. Resolution & Handoffs: Once maintenance is complete, the Asset returns to a usable status. If retired or lost, the Finance function is automatically notified for depreciation and write-off procedures.

OBJECT TYPES & WORKFLOWS

2.1 🧊 Asset (Standard Object)

• Process Description: This object represents a single, trackable piece of company property. It holds all information related to its purchase, value, current user, and condition. Each asset is physically tagged with a QR code that links directly to its record in Luklak.
• Example: A “Dell UltraSharp U2723QE Monitor” is approved in Procurement, automatically creating an Asset record. The IT Admin adds its serial number, prints the generated QR code, and sticks it on the back of the monitor.

Workflow Diagram

Asset Workflow

             ┌───────────────────┐
             ↓                   │
IN STOCK ↔ ASSIGNED → UNDER MAINTENANCE → RETIRED
             ↓
           LOST

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2.2 🧊︎ Maintenance Request (Sub-Object)

• Business Process Description: A ticket to track the process of repairing a faulty asset. It is always linked to a parent Asset object and can be easily created by scanning the asset’s QR code.
• Example: An employee scans the QR code on their faulty monitor, which opens a pre-filled form to create a maintenance request instantly.

Workflow Diagram

Maintenance Request Workflow

NEW → IN PROGRESS → COMPLETED
 ↓
CANCELLED

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OBJECT RELATIONSHIPS

3.1 Parent-Child Relationships

Relationship	Description
Asset → Maintenance Request	Each asset can have multiple maintenance requests over its lifetime, creating a full service history accessible via its QR code.

(Other relationship sections are not applicable for this function.)

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AUTOMATION RULES

Within-Function

These rules run entirely within the Asset Management Space to streamline internal processes.

ID	Rule Name	Trigger	Action	Description
IC-01	Generate QR Code URL	Asset is created	Update QR Code URL field with a unique link to the object	Creates the link used for generating the physical QR code label for tracking.
IC-02	Create Maintenance on Status Change	Asset status updated to “UNDER MAINTENANCE”	Create a new Maintenance Request sub-object	Automatically opens a repair ticket when an asset is flagged for maintenance.
IC-03	Log Last User	Assigned To field is changed on an Asset	Copy the previous user value to the Last User field	Maintains a history of who last used the asset before it was returned or reassigned.
IC-04	Close Out Maintenance	Maintenance Request status updated to “COMPLETED”	Update parent Asset status to “ASSIGNED”	Automatically returns the asset to a usable state in the system once repairs are finished.

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WORKVIEWS, DASHBOARDS, FILTERS & REMINDERS

Workviews

Workview	Description	Data Configuration
1. Asset Status Board	Displays assets as cards in columns representing each stage from IN STOCK to RETIRED.	All 🧊 Asset Objects, grouped by status.
2. All Assets Master List	A detailed table view of all assets with comprehensive information for auditing.	All 🧊 Asset Objects, with filters for category, department, and status.
3. Maintenance Queue	A prioritized list for the IT team to manage all active repair tickets.	All 🧊︎ Maintenance Request objects with status “NEW” or “IN PROGRESS”, sorted by submission date.

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PERMISSIONS & NOTIFICATIONS

Roles

Role	Description	Permissions & Notifications
1. IT Admin	Manages the full lifecycle of all assets. Prints and applies QR labels.	Permissions: Full control over all 🧊 Asset and 🧊︎ Maintenance Request Objects. Notifications: Receives a notification when a new 🧊︎ Maintenance Request is submitted.
2. Employee	Views their assigned assets and can submit Maintenance Requests by scanning the QR code.	Permissions: Can create 🧊︎ Maintenance Request Objects for their assigned assets. Can view their assigned 🧊 Asset Objects. Notifications: Notified when their 🧊︎ Maintenance Request is completed.
3. Manager	Views assets assigned to their direct reports for oversight and budget purposes.	Permissions: Read-only access to 🧊 Asset Objects assigned to their team members. Notifications: Receives a weekly report summarizing assets currently UNDER MAINTENANCE within their team.